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Your team is struggling to communicate effectively. How can you help them improve?

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Communication is a vital skill for any team, especially in the field of communication systems, where complex and technical information needs to be shared and understood. However, sometimes communication breakdowns can occur, leading to confusion, frustration, and missed deadlines. If your team is struggling to communicate effectively, how can you help them improve? Here are some tips to enhance your team's communication skills and foster a more productive and collaborative environment.

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Kirti Singh

Technical Support Specialist L2
Dr. Silke Rusch

Expertin für mentale Frauengesundheit I Podcast ???Psychologie @work“ l Autorin |Speakerin

1 Assess the situation

The first step to improving communication is to identify the root causes of the problem. Is it a lack of clarity, feedback, or trust? Is it a mismatch of expectations, styles, or channels? Is it a cultural, linguistic, or personality difference? By asking yourself and your team members these questions, you can gain a better understanding of the communication gaps and barriers that need to be addressed.

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Kirti Singh

Technical Support Specialist L2
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Listening and not taking things personally: Improving communication within your team can indeed benefit from these strategies. Active listening helps team members feel heard and understood, fostering trust and openness. Additionally, not taking things personally can prevent misunderstandings and conflicts, allowing for more constructive conversations.

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Dr. Silke Rusch

Expertin für mentale Frauengesundheit I Podcast ???Psychologie @work“ l Autorin |Speakerin
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First of all, it's important to analyze the situation. What means "not effective"? Is it about bad results? Mistakes? Misunderstandings? Loss of time? Only when we have an idea about those details, we can go further and talk about solutions.

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2 Set clear goals and roles

One of the most common sources of communication issues is ambiguity. When team members are not sure what they are supposed to do, how they are supposed to do it, or why they are doing it, they can easily get lost, confused, or frustrated. To avoid this, you need to set clear and specific goals and roles for your team. Make sure everyone knows the purpose, scope, and deliverables of the project, as well as their individual and collective responsibilities and expectations. Communicate these goals and roles regularly and consistently, and update them as needed.

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Dr. Silke Rusch

Expertin für mentale Frauengesundheit I Podcast ???Psychologie @work“ l Autorin |Speakerin
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My experience taught me that communication fails, when people don't articulate expectations. A leader has to communicate her/his expectations to the team members, and every other person has this very same task. By the way, this doesn't differ to private relationships! When I'm very clear about my expectations, the other part is able to challenge those by asking me back about it. Closely related to expectations is the topic of roles - because roles are not more than a set of expectations.

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3 Choose the right tools and methods

Another factor that can affect communication is the choice of tools and methods. Depending on the nature, frequency, and urgency of your communication, you may need to use different channels and formats. For example, you may use email for formal and detailed communication, instant messaging for quick and informal communication, video conferencing for interactive and visual communication, or phone calls for urgent and personal communication. You may also use different methods, such as reports, presentations, diagrams, or code snippets, to convey your information. Choose the tools and methods that best suit your communication objectives and audience, and make sure they are accessible and reliable.

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Dr. Silke Rusch

Expertin für mentale Frauengesundheit I Podcast ???Psychologie @work“ l Autorin |Speakerin
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To my opinion, the way of communication is very relevant for its success. A lot of people don't really think about which way they bring their message to others. When I have to communicate e.g. bad diagnosis, it matters where and how I do this, as well as how much time I spend for it. On the other hand, we can take a lot of stress out of situations when we have clear rules about communication tools. For example, we must not choose an eMail-channel when we expect an immediate answer. That's simple, but essential!

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4 Encourage feedback and dialogue

Communication is not a one-way street. It requires both sending and receiving information, as well as listening and responding. To improve communication, you need to encourage feedback and dialogue among your team members. Feedback helps you to monitor progress, identify issues, and provide guidance and recognition. Dialogue helps you to exchange ideas, opinions, and perspectives, and to build rapport and trust. To foster feedback and dialogue, you need to create a safe and supportive space where team members can express themselves openly and respectfully, ask questions, share concerns, and offer suggestions.

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5 Adapt and improve

Communication is not a static skill. It is a dynamic and evolving process that requires constant adaptation and improvement. As your team works on different projects, faces different challenges, and interacts with different stakeholders, you need to adjust your communication strategies accordingly. You also need to evaluate your communication outcomes and learn from your successes and failures. To do this, you need to solicit and accept feedback, reflect on your communication strengths and weaknesses, and seek opportunities to enhance your communication skills and knowledge.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Your team is struggling to communicate effectively. How can you help them improve?

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1 Assess the situation

2 Set clear goals and roles

3 Choose the right tools and methods

4 Encourage feedback and dialogue

5 Adapt and improve

6 Here’s what else to consider

Communication Systems

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